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Training Partner Portal: PMKVY Knowledge Initiation & Trainee Support (KITS)

User Manual for Ordering Induction Kits & Trainee Handbooks

Open URL: http://pmkvykits.nsdcindia.org/training_partner/static/#/login

Enter the login details provided to the Training Partner to access the portal (User Id and Password to access KITS

portal has already been shared on TP SPOC email Id through email PMKVY-KITS-noreply@nsdcindia.org. Please

check inbox/Spam folder)

After logging in, the following Dashboard summarising the details of the Training Partners (TPs) Induction Kit, and

Handbook orders will be accessible:

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Side Menu Bar:

The following Side Menu Bar summarises the various viewing/order options accessible to the Training Partner (TP):

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I. Training Centre Option

- This section lists out the details of all Training Centres (TCs) under the TP, including: Centre ID, Smart Centre

ID, Name of Centre, Email, Phone Number, Centre Status and Action – as shown below:

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- To access individual Training Centres (TCs) details, their Order History and Inventory Information – select

the “View” option under “Action” for the corresponding TC on this screen, as directed by the arrow below:

- The following Training Centre (TC) details will appear on selecting “View” as given above:

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- On selecting “Order History”, for a particular Training Centre (TC) in this section, all order details are

displayed as per the selected “Order Status”, as shown below. This section lists out a consolidated list of

TPs orders for both trainee handbooks and induction kits.

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- On selecting “Inventory Info”, all inventory details (handbook and induction kit) are updated in this section.

When an order is delivered to the TP, the number of induction kits/trainee handbooks delivered appear

under “Handbook Unassigned” or “Male/Female Kit Unassigned”, corresponding to the job role the

handbook/kit was ordered for. When the orders have been delivered, and TPs handover the

kits/handbooks to candidates, they must update the quantity under inventory information in “Handbook

Assigned” and “Male/Female Kit Assigned”.

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II. Handbook Option

- This section contains all details on Trainee Handbooks, including – a search bar, handbook title, language,

QP code, ISBN, Sector and Publisher Name.

- Apart from this, the Training Partner (TP) also has access to additional details about each Trainee Handbook

such as, availability, cost and total number of pages, as shown in subsequent images.

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III. Order Placement Option

- In this section, the Training Partner (TP) may place an order for either an induction kit or trainee handbook,

from the several drop down menu’s as shown below.

Note:

(i) The TP SPOC can place orders only for those TCs where target has been allocated in FY 18-19 and the same has

been approved over SDMS.

(ii) Further, the following condition holds when TP orders the 1st lot:

Target 1st Order Eligibility

0-90 90

90-180 90

>180 50% of total target

- For induction kits – target allotted is for the entire Training Centre

- For training handbooks – target allotted is for one job role at a Training Centre

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- 1st Order Eligibility:

If the target is between 0-90, the TP may order kits and handbooks for the total target.

If the target is between 90-180, the TP may order kits and handbooks for maximum 90 targets.

If the target is more than 180, the TP may order kits and handbooks for maximum 50% of total targets.

The subsequent order can only be placed if 75% of the previous order has been assigned to candidates at

the TC. If less than 75% of the previous order has been assigned to candidates by the TC, the system will

not allow for a new order to be placed.

The next order for trainee handbooks is to be placed depending on the remaining target allocated to the

TC, and enrolment; whichever is lower.

However, TPs should procure the number of trainee handbooks/induction kits from the publisher/vendor as per their quarterly demand OR as instructed by NSDC. TPs may also place an additional order for at least 1 future batch for each job role. The TP/TC must bear responsibility in storing and distributing of the Induction Kits to Enrolled candidates. NSDC shall not provide more Induction Kits than targets allocated to center. And if TP/TC doesn’t accomplish targets, Induction Kits not distributed are to be returned to NSDC in their original condition. Failing to do so, the TP/TC shall incur the cost of the Kits not distributed.

1. Trainee Handbook –

- When placing an order for a trainee handbook, the total target of the selected Training Centre appears on

the right side of the screen, and orders may be placed as per this target.

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- On selecting “Add Book”, the TP can then proceed to order the exact number of books required at a TC, as

per their target and enrolled candidates. Further, the TP also has access to the details of the trainee

handbook – including the job role, publisher name, publisher email, book cost and book ISBN; as given

below:

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- The TP can also order books for multiple job roles from different publishers at the same time (for the

same TC). After selecting “Add Book” for one job role’s trainee handbook and then selecting the required

quantity, the TP SPOC can then select another job role under the drop-down titled, “Training Centre

Sector Job Role” and order the number of handbooks required for the second, third and consecutive job

role, as shown below.

- An order can be placed for handbooks from different sectors, job roles and sourced from different

publishers at the same time, for one Training Centre. The above order can be summarised as below:

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S.No. TC Sector TC Job Role Book Code Publisher

1 Automotive Dealership Telecaller Sales Executive ASC/Q1011 Mahendra Publications

2 Electronics and Hardware LED Light Repair Technician ELE/Q9302 Rachna Sagar

3 Retail Trainee Associate RAS/Q0103 Excel Books

2. Induction Kit:

- When placing an order for an induction kit, the total target of the selected Training Centre appears on the

right side of the screen, and orders may be placed as per this target.

- The TP can then proceed to order the exact number of induction kits required at a TC, as per their target

and enrolled candidates. Further, the TP also has access to vendor details in case they have any queries.

- After entering the number of induction kits to be ordered – the TP must specify the quantities and sizes for

males and females respectively, as shown below. The order can then be placed.

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Note: Payment Process Instructions –

(i) Induction Kits –

Training Partners do not have to make any payments to the vendors when ordering induction kits as

payments are made directly by NSDC. The TP must simply ensure timely ordering of induction kits as

per the number of candidates enrolled in each batch at their TCs.

(ii) Trainee Handbooks –

Training Partners are required to make payments to the publisher for the trainee handbooks. Payments

are to be made offline in the publisher’s bank account, and the payment receipts are to be uploaded

on the PMKVY Kits portal.

These payments will be reimbursed by NSDC, after submission of all supporting documents along with

invoices in hard copies at NSDC office. The payment process for trainee handbooks is outlined in the

next section.

TPs are requested to purchase trainee handbooks from their own fund and submit supporting documents complete in all respect at NSDC. NSDC will reimburse Training Partners for the same. *In case where advance has been already given to TP, same will be adjusted against the reimbursement for trainee handbooks by NSDC. Further as communicated by NSDC, any unadjusted/unutilized advances to be refund back by TPs to NSDC as per NSDC recovery request.

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Important Points to be noted by Training Partners:

a) TPs will procure the number of booklets/induction kits from the publisher/vendor as per the enrolment and their quarterly demand. Also, TPs can place an additional order for at least 1 future batch for each job role.

b) Considering the time of placing the order and logistics, TPs to ensure planning and order placement should be done in advance to ensure handbook gets distributed along with induction kit.

c) NSDC will get the data from the respective publishers/vendors/PMKVY Kits Portal to cross verify the number of booklets/induction kits delivered to the TPs.

d) TPs must ensure that all booklets should be given to the enrolled candidates during induction. A register to be maintained with signature of the candidate confirming the receipt of the Trainee Handbook and the Induction kit.

e) NSDC has the right to verify with the candidates about the delivery of booklets/induction kits. f) At any point of time, if any information given by the TPs found to be forged or manipulated, the TP is liable

to be penalized, including but not limited to suspension or blacklisting from the PMKVY scheme. Below process must be followed by TPs after Procurement of Trainee Handbooks for Reimbursement: TPs must send an email with subject line “Supporting Documents against Purchase of trainee handbooks by _____ (TP Name)” along with soft copies of all documents to support.handbook@nsdcindia.org; pmkvyhandbooks@nsdcindia.org with a copy marked to PMUPMKVY2@nsdcindia.org TPs must courier hard copies of below mentioned documents (all documents should be self-attested by competent authorities of the TP/TC) to NSDC office address with super scribed “Supporting Documents against Purchase of Trainee handbook under PMKVY (2016-2020) for ______ (name of TP)” over the envelope. NSDC Office Address: To, PMKVY Finance Team (Ms. Ekta Khurana) National Skill Development Corporation 301, West Wing | Worldmark -1 | Aerocity | New Delhi-110037

Following is the list of supporting documents that need to be submitted by the Training Partners:

1. Valid original self-invoice by TP (Invoice should contain all relevant details like: Invoice number, Date, Training Company name, Address, Mobile No, Bank details (Bank Name, Account Number, IFSC code), PAN No, TIN No, CIN No, GST Number etc.). Invoice should be raised to “National Skill Development Corporation, 301, West Wing, Worldmark-1, Aerocity, New Delhi-110037”

2. Valid original invoice/bill of supply issued by publishers 3. Valid copy of challan/courier receipt issued by publishers 4. Undertaking/Self-declaration by TPs on company letter head after receipt of handbook 5. Self-certified proof of payment made by Training Partner to Publishers – Online Bank

Transfer/Cheque/Cash deposit receipt/ Bank statement copy showing this transaction

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Note: Training Partners who have already submitted the hard copies of these documents are requested to recheck the above-mentioned documents list and send the hard copies in case of any discrepancy. Submission of supporting document should be done monthly. TPs are to submit all supporting documents pertaining to a month by the 15th date of the subsequent month. For example-TPs need to submit supporting documents by 15th September for the trainee handbooks procured during the month of August.

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IV. Track Order Option

- This section contains the status of all orders (both, induction kits and trainee handbooks) placed by the

Training Partner (TP) and enables the TP to track the order.

- The TP can also upload payment documents after making the payment to publishers offline, in this section.

- The TP has the option of tracking their order by selecting the “Order Status” from a drop-down menu, as

shown below:

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- Once selected, the order status is displayed on the screen in detail. Each of the options under “Order

Status” given in the graphic above, and their individual functionalities, have been explained in greater detail

below.

(i) Order Status: “Pending”

When the status of an order placed is “Pending” for either the induction kit or trainee handbook, the

TP may cancel or update the number of kits/handbooks ordered, as shown below (for induction kit

and handbook, respectively).

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(ii) Order Status: “Accepted”

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- For induction kit orders which have been accepted by the vendor, details of the sub-order are visible to

the TP on viewing “Order Details”, including the vendor’s contact details, as given below.

- For trainee handbooks, once the order has been “Accepted” by the publisher – the TP is required to make

an offline payment to the individual publisher (equivalent to the total cost, and shipment costs given under

this section). The bank details of the publisher are accessible to the TP on selecting “View Bank Details”, as

shown below. Further, once the TP has made the necessary payments – they must select the “Mark

Payment Done” option.

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- On selecting the “Mark Payment Done” option, a window opens wherein the TP is required to enter the

“Transaction Details” and a copy of the payment receipt under the “Transaction Proof” option. This is a

compulsory document to upload – only once it has been uploaded, will the TP be able to select the “Mark

Payment Done” option, as shown in the graphic below.

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(iii) Order Status: “Rejected by Publisher/Vendor”

- The order for the induction kit/trainee handbook may be rejected by the vendor/publisher. In case of such

an instance, the TP may re-order the kit/handbook as per their requirements.

(iv) Order Status: “Payment Verification Pending” and “Payment Verified, In-Process”

- Since these two sections pertain to verification of payment made by the TP – it is only applicable to trainee

handbooks. Those orders of handbooks which have been paid for, where payment has/hasn’t been verified

by publishers yet – appear here.

- The TP can “View Payment Information” under this section, wherein they may view the payment date,

status and details, along with a copy of the payment receipt they had uploaded.

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(v) Order Status: “Dispatched/Waiting Delivery”

- For both induction kits and trainee handbooks, once the order has been dispatched by the

vendor/publisher – the shipment details will be accessible to the TP under this section.

- On selecting the “Track Shipment” and “View Dispatch Slip” options, additional tracking details of the

shipment and a copy of the vendor’s dispatch slip, respectively are accessible to the TP.

- The TP can track the order by selecting “Track Shipment” – doing so will direct them to the courier services

page (as shown in graphic below). Here, they may enter the shipment number given below in the section

titled, “Enter Number” and track the shipment.

- In order to confirm receipt of the shipment, the TP/TC must select the “Mark Delivered” Option in this

section, as given below:

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- When the TP receives the order, they are required to select the “Mark Delivered” option. On doing so, a

window will open which will require the TP to fill in the following Self-Declaration form. Here, the TP may

also raise a query in case there are any problems with the product delivered, apart from uploading copies

of the documents listed in the graphic below.

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(vi) Order Status: “Delivered”

- This section contains a summary of all delivery details including: Payment Information, Shipment Details,

and Delivery Details. Verification documents attached at each step of the delivery process for both

induction kits and trainee handbooks, are accessible to the TP in this section, as shown below.

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(vii) Order Status: “Order Cancelled by Me”

- If the TP cancels an order (induction kit/trainee handbook), under the “Pending” order status option –

then, the details of the orders cancelled by the TP are accessible in this section, as shown below.

(viii) Order Status: “Payment Verification Failed”

- Since this section pertains to failure of verification of payment made by the TP – it is only applicable to

trainee handbooks.

- Such an instance may arise if:

o Incorrect verification of documents by publisher – In such a case, the TP can give justification of

the same by again uploading the receipt and providing transaction details. The publisher may then

track the details of payment and either confirm/reject payment as per document details.

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Note: As outlined in Part III, Section 1 - the TP can order books for multiple job roles from different publishers at

the same time (for the same TC). These grouped orders will be visible under the “Track Order” tab with different

Sub-Order IDs as follows:

- Payments for such grouped orders will be made separately. In this case, 2 of the 3 sub-orders have been

accepted by 2 publishers, and 1 is still pending. Payment can therefore be made for the 2 orders which

have been accepted.

- On selecting the “View Order Details” (as shown in the graphic above), the following Sub-Order details

appear:

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- Payment must be made separately for each sub-order as the publishers are 3 separate independent

publishers and payments for each trainee handbook must be made to them separately, as per the

following details:

S.No. TC Sector TC Job Role Status Publisher

1 Automotive Dealership Telecaller Sales Executive Accepted Mahendra Publications

2 Electronics and Hardware LED Light Repair Technician Accepted Rachna Sagar

3 Retail Trainee Associate Pending Excel Books

- The individual publisher bank details are given under each sub-order, and after payment is done

(following the payment process previously outlined under Part IV, Section (ii)), the TP SPOC may select

“Mark Payment Done” as per action carried out for each sub-order.

Note: (i) After receipt of induction kits, TPs need to fill up the Receipt Declaration Form (RDF- Training Centre

Form) offline, as attached in Annexure A (of the “Process to be followed for Induction Kits” document; URL:

http://www.pmkvyofficial.org/Marketing-Guidelines.aspx). Kindly ensure the form is filled and stamped with

your company stamp. A soft copy of the filled form is to be sent through registered email ID on the day of

delivery to the respective vendor’s email id (as mentioned above). Also, TPs are requested to handover the

hardcopy of receiving challan & RDF-Training Centre Form with your sign & stamps to the delivery boy.

(ii) Further, candidates are to sign the RDF-Candidate Form offline, as attached in Annexure B (of the “Process to

be followed for Induction Kits” document; URL: http://www.pmkvyofficial.org/Marketing-Guidelines.aspx)

against their name on receipt of the induction kit. Sheets are to be kept batch wise with batch and candidate

details. Monitoring team can check these documents during surprise visit of Training Centres. Also, assessors will

verify these documents at the time of assessment.